What you need for a photo transfer workshop

A photo transfer workshop needs more than photographs and a few brushes. Each participant needs a suitable laser print, a prepared work surface, transfer medium, tools for applying it and a way to protect the finished piece. You will also need demonstration equipment, table lighting and refreshments if the session lasts several hours. Buy or reserve the consumables early, especially the laser prints, and check quantities against your final participant list before setup day.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Work tablesqty 6
Chairsqty 28
Presentation table
Reception desk
Waste binsqty 4

Equipment

Laptop
Projector
Projector screen
Camera
Card reader
Extension cordsqty 4
Power stripsqty 6

Lighting

Desk lampsqty 6

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 2
Serving traysqty 4

Tableware

Mugsqty 30
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30

Decorations

Name badgesqty 30
Table signsqty 6
Colorful table runnersqty 6

Workshop materials

Wooden boardsqty 30
Laser printsqty 36
Transfer mediumqty 6
Acrylic varnishqty 4
Sponge brushesqty 30
Brushesqty 30
Mixing bowlsqty 30
Water bowlsqty 30
Scouring spongesqty 30
Sandpaperqty 60
Plastic spatulasqty 30
Drying racksqty 6
Work protection matsqty 30
Apronsqty 30
Nitrile glovesqty 60
Safety gogglesqty 30
Paper tapeqty 12
Pencil setsqty 15
Scissorsqty 15
Rulersqty 15
Packing boxesqty 30
Parchment paperqty 2

Cleaning

Bucketsqty 4
Cleaning clothsqty 20
Dish brushesqty 3
Hand soap dispensersqty 3

Catering

Groceries
- Coffee beans - 1.5 kilograms
- Tea bags - 100 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilogram
- Mints - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Spa Blauw - 36 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Lemons - 12 pieces
- Apples - 30 pieces
- Bananas - 30 pieces
- Grapes - 3 kilograms
- Cucumbers - 6 pieces
- Carrots - 3 kilogram
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 1,5 kilogram
- Gluten-free hummus - 2 tubs
- Rice cakes - 6 packs
- Whole wheat baguettes - 8 pieces
- Mini wraps - 60 pieces
- Chicken breast slices - 1 kilogram
- Savory vegetable spread - 6 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olives - 2 jars
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Hand soap - 3 bottles
- Paper towels - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Prepare one complete materials set per participant, plus at least 10% extra sponge brushes, brushes and transfer medium for spills, worn tools or late registrations.
Order the laser prints only after you have confirmed the required photo size and participant list. Keep each person’s prints together and label them before placing materials on the tables.
Protect every work table before the workshop starts. Acrylic varnish and transfer medium can mark surfaces, so include table coverings and a clear place for drying finished pieces.
Plan power at the demonstration table before participants arrive. A laptop, projector, screen and camera may need separate extension cords and power strips, while desk lamps help with detailed work.
For a three-hour session, plan roughly two to three drinks per person for the first hour and one per person for each additional hour. Set out mugs, glasses, plates and cutlery before the catering arrives.

Frequently asked questions

What materials do I need for a photo transfer workshop?: For each participant, provide a laser print, a wooden board, transfer medium, acrylic varnish, a sponge brush and a brush. Add at least 10% spare consumables and tools so one spill or damaged brush does not interrupt the session.
How many laser prints should I order per person?: Order at least one correctly sized laser print per participant, based on the final photo size. If participants may test the technique or choose between images, order two prints per person and keep one spare set for the workshop demonstration.
How far in advance should I buy photo transfer supplies?: Buy the non-perishable workshop supplies at least one week before the session. Have the laser prints made only after registrations and photo sizes are confirmed, then check every print against the participant list before setup.
What equipment is needed to demonstrate a photo transfer technique?: Set up a laptop, projector, projector screen and camera at the presentation table, with extension cords and power strips ready. Test the demonstration at least one day beforehand so the image, camera view and power connections work together.

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